City of Miami

Thank you for your interest in hosting your upcoming event at Historic Virginia Key Beach Park (HVKBP The Virginia Key Beach Park Trust (VKBPT) manages this historic & environmental property and looks forward to working with you to ensure a successful event. In order to assist you in obtaining the necessary requirements for VKBPT, as well as, the City of Miami permits and services, it is important that you complete the attached Special Events Application thoroughly and return it to:

 

VIRGINIA KEY BEACH PARK TRUST 

ATTENTION: Special Events Liaison

4020 VIRGINIA BEACH DRIVE MIAMI, FL 33149

305-960-4618

305-960-4600

Please keep in mind that this application must be submitted to Virginia Key Beach Park Trust at least ninety (90) days prior to the proposed event date. You will also need to submit a non-refundable deposit to hold the date and location in the park. The amount of the non-refundable deposit varies and will depend on the area that is reserved for the event. Please see the Rental Space at HVKBP on the website for information on the required non-refundable deposit.

Upon receipt of the completed application and non-refundable deposit, a meeting & site visit will be scheduled with you and the VKBPT Special Events Liaison to review your event plans and to complete the VKBPT Special Events Checklist.

In order to assist you with obtaining the necessary City of Miami permits and services, it is essential that you also complete the online City of Miami Special Events Application www.miamigov.com/specialevents

The online application must be submitted to the Office of Film & Entertainment, 444 SW 2nd Avenue, 5th Floor, Miami, FL. 33130 at least thirty (30) days prior to your event date. A $50.00 non-refundable application fee must be paid to the City of Miami by credit card, cashier's check or money order, upon submission of your completed online City of Miami Special Events Application.

Once the online application is processed by the representative in the Film & Entertainment Dept at the City of Miami, you will be contacted by each department so that you may need to acquire the City Services (e.g. Police. Fire, Solid Waste, Building Permit (s) etc The representative from each of these City of Miami Departments will work with you to determining the estimated cost of city services and fees related to your event.

In an effort to help you with your event please be aware that Virginia Key Beach Park is under the umbrella of the City of Miami, the City has a policy (Motion No. 91-802) which requires that event and festival organizers pay for the cost of all city services and fees associated with the event at least three (3) days in advance of the event setup date.

Issuance of permission for your event is given after all Virginia Key Beach Park Trust and the City of Miami requirements are completed. Virginia Key Beach Park Trust and the City of Miami require that organizers of special events provide a current certificate of insurance naming Virginia Key Beach Park Trust and the City of Miami as additional insured. User must comply with the insurance coverage and limits of liability established by the City of Miami. For stipulations related to the special events liability coverage. you may contact the Insurance Coordinator of Risk Management - Frank Gomez (fgomcz@miamigov.com

Specific authorization must be obtained from the City of Miami & the VKBPT for the sale or distribution of any alcoholic beverages on Park Property. A State of Florida liquor license is also a requirement for alcoholic sale or service at any event along with a Certificate of Insurance naming the City of Miami & Virginia Key Beach Park Trust as additional insured.

Certain activities require authorization by the City Commission, including but not limited to:

• Certain Fireworks displays
• Relaxation of noise ordinance or additional time after the approved 1am time for end of event

CANCELLATION POLICY: 

All advance sums, or advance payments from the event organizer, shall be forfeited if, through the fault or action of the event organizer. the EVENT is not held within the dates and times contracted. Additionally, if the event organizer shall fail to comply with each and every term and condition of the special events application or shall fail to perform any of the terms and conditions set by the TRUST. then the TRUST. at its sole option and in addition to all other rights and remedies available to it by law, upon written notice to event organizer may cancel and terminate the special event, and all payments, advances, or other compensation paid by event organizer pursuant to the special event application. shall be forthwith retained by the TRUST.

Thank you. VKBPT Special Events Management

 

 

 

I have read and understood the information above:

 

ARTICLE I. IN GENERAL

 

Sec. 53-1 - Ticket surcharge on paid admissions to events.

Sec. 53-2. - Right to establish special charges, terms and/or conditions.

Secs. 53-3-53-25. - Reserved.

Sec. 53-1. - Ticket surcharge on paid admissions to events.

A) Applicability.

(1) To certain facilities. A ticket surcharge shall be imposed against all paid admissions to city facilities, including. without limitation, Historic Virginia Key Beach Park. Said surcharge shall additionally apply where admission is charged for events conducted in city parks, facilities therein, and/or community centers. Unless specifically exempted below, and for the purposes of this section, "events" shall include activities, programs, concerts, festivals, parties, meetings and other gatherings for whatever social, entertainment, cultural, sport or other purpose and for which attendees are expected to pay or make a donation in order to attend. The application of the ticket surcharge shall commence upon the effective date of this section, except for those events for which advance ticket sales have the prior approval of the city manager, or designee.

(2) Exemptions. The following activities as defined herein shall be exempted from the application of the ticket surcharge on paid admissions:

a) Banquets: Official celebratory or ceremonial dinners with speeches that honor or memorialize particular person(s) or occasion(s) and are held by organizations or groups for their members, delegates, representatives and invited guests.

b) Conferences: Participatory meetings designed for discussion, fact finding, problem solving. and/or consultation between members, representatives, delegates and/or other affected parties of organizations on related issues.

c) Consumer shows: Exhibitions of related products and/or services that are open to the public.

d) Conventions: Formal assemblies or meetings of members, delegates, and representatives of an organization or group, such as a political party, fraternal society or business/professional association that are convened for a common purpose.

e) Trade shows: Exhibitions of products and/or services that are not open to the public but are open only to particular members, representatives, businesses and/or groups involved in a specific trade.

B) Rate of surcharge.

Notwithstanding contractual agreements to the contrary, the rate of the ticket surcharge shall be dependent upon the price of admission charged to attendees of a given event, as established by the sponsor or promoter of said event, as follows:

Price of Admission (or suggested donation)

SPECIAL EVENTS TICKET SURCHARGE FEES PER THE CITY OF MIAMI AS OF 10/01/2020

Ticket Surcharge on All Ticketed Events:

Ticket Price: $1.00 $14.99 $0.75 per ticket

Ticket Price: $15.00 $29.99 $1.00 per ticket

Ticket Price: $30.00 $99.99 $2.00 per ticket

Ticket Price: $100.00 -$249.99 $3.00 per ticket

Ticket Price: $250.00 -$499.99 $5.00 per ticket

Ticket Price: $500.00-$999.99 $10.00 per ticket

Ticket Price: $1000.00 & up $12.00 per ticket

The ticket surcharge shall apply in addition to the actual admission price and shall be exclusive of any applicable taxes and/or service charges. Each charge shall be itemized and shown separately on each ticket.

C) Collection, account and payment.

The sponsor or promoter of each event shall be responsible for the collection of the ticket surcharge, which shall be recorded and listed as a separate item in the statement of accounts for said event. Such records and accounts shall be maintained and available in accordance with all applicable city requirements and Code provisions. Payment of the ticket surcharge to the proper city authorities shall be made as soon as reasonably possible after theconclusion of the event along with any and all other sums which may be due the city, and in no case shall be permitted to remain unpaid longer than three working days after the event and in all cases shall be paid prior to the holding of another subsequent event by the same sponsor. Receipts from said surcharge shall be retained by or used as subsidy for the facility or park from which they are generated to augment its operating or capital budget.

(Ord. No. 10439, $ 1, 5-19-88; Ord. No. 10509, $ I. 11-3-88; Code 1980, $ 53-1; Ord. No. 11998, $ 2, 11-16- 00; Ord. No. 12184. $ 2. 2-14-02; Ord. No. 12403. $ 4. 9-11-03; Ord. No. 12715, $ 2. 7-28-05)

****PLEASE NOTE****

you are required to secure barricades and/or directional traffic signs for road closings. Please attach a layout of your traffic plan, including the placement and number of barricades, signs, directional arrows, cones, and message boards, as well as the name of the company you will be using. Your traffic plan must be approved by the Police Dept. which may Terminate any event occurring without the proper use of barricades.

9. ESTIMATED ATTENDANCE (Be specific, since budget will be based on attendance) Number of People Prior Year's Attendance (if applicable):

IF NOT, PLEASE STATE ADMISSION/ ENTRY FEE

or as follows (if scaled admission):

****NOTE**** Beverages must be dispensed in soft containers. No glass containers or cans will be allowed.

*Applicable vendor surcharge fees will apply*

THE ABOVE MUST BE CERTIFIED NON-FLAMMABLE AND YOU MUST FURNISH A COPE OF THE CERTIFICATE TO THE CITY OF MIAMI FIRE DEPARTMENT. 

 Advertising- All advertising must identify the proper venue name and address:

Historic Virginia Key Beach Park, 4020 Virginia Beach Drive Miami, Florida 33149

To request the Historic Virginia Key Beach Park logo, please contact the Marketing & Communications Coordinator at (305) 960-4614 or email info@virginiakeybeachpark.net.

Advertising Information:

All ADVERTISING MUST READ & identify the proper venue name and address: Historic Virginia Key Beach Park,

4020 Virginia Beach Drive; Miami, Florida 33149

Official Park Logo: (See Link Below)

The Historic Virginia Key Beach Park Official Park Logo must be included in marketing collateral materials (Flyers, Posters,Handbills etc) or correctly spelled out (Historic Virginia Key Beach Park).

https://www.dropbox.com/sh/Ownq857ngOfghep/AADNFsveXsgEAKCj OmESLWda?dl=0

Official Social Media Handles:

Instagram: @VirginiaKeyBeachpark

Facebook: https://www.facebook.com/HistoricVirginiaKeyBeachPark/

TikTok: https://www.tiktok.com/@historicvirginiakeybeach

Twitter: https://twitter.com/virginiakeybeac

Hashtags:

#HVKBP

#VKBPT

#lsupportVirginiaKey

#HistoricVirginiaKeyBeachPark

#VirginiaKeyBeachPark

#FoundinMiami

#Miamiland

Website Listing:

To have your event listed on the Virginia Key Beach Park Trust official web site and to arrange a hyperlink to your event web site.

EVENT CALENDAR WEBSITE REQUIREMENTS

Please REPLY to kokpala-c@miamigov.com with the following information:

1. EVENT NAME: 

2. EVENT DATE & TIMES: (Please include start/end dates and times)

3. EVENT DESCRIPTION: (2-3 SENTENCES)

4. EVENT LOCATION:

5. EVENT WEB LINKS/SOCIAL MEDIA HANDLES:

6. EVENT HASHTAGS:

7. EVENT COST:

8. CONTACT INFO:

9. EVENT FLYER GRAPHIC/IMAGE (1080X1080px and 325x450px in JEPG or PNG):

10. Videos: (1:30 min or less in mp4 fprmat)

The Event Organizer agrees that, at no time during the use of City owned facilities, shall it permit any obscene performances or other obscene material to be exhibited or performed in the Property. For the purposes hereof, the term "obscene" shall be defined in the same manner as such term is defined under applicable law, with the further proviso that "X", "XX" or "XXX" rated or similarly rated movies or other performances shall, for the purposes hereof, be deemed obscene. The term "obscene" shall not be defined to include educational artistic forms of expression.

INSURANCE & PERMITTING REQUIREMENTS

INSURANCE REQUIREMENTS:

THE CITY OF MIAMI ("CITY"), AND VIRGINIA KEY BEACH PARK TRUST REQUIRES THAT SPECIAL EVENTS ORGANIZERS PROVIDE A CURRENT CERTIFICATE OF INSURANCE IN ACCORDANCE TO INSURANCE EXHIBTIA. THE CITY ALSO REQUIRES THAT EVENT ORGANIZERS COMPLY WITH SPECIFIED INSURANCE COVERAGES AND LIMITS AS PRESCRIBED BY THE CITY SEVEN (7) DAYS PRIOR TO THE CONDUCT OF ANY EVENT. INDEMNITY/USER AGREEMENT

 

 

INDEMNITOR/USER further agrees to indemnify, defend, and save harmless the City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust, and its officials, employees, agents, and volunteers, and each of them from, and against all loss, cost, penalties, fines damages, claims of any nature, including expenses and attorney's fees, and any all liabilities by reason of injury to, or death of any person, or damage to, or destruction, or loss to any property including the City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust, and arising out of, or in connection with the performance, or non-performance of the services contemplated by this permit/agreement which is directly or indirectly caused, in whole, or in part, by any act, omission, default, liability, or negligence whether active, or passive of the INDEMNITOR/USER, its employees, agents, servants, volunteers, or contractors, unless such act or omission is solely caused by the City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust, and The INDEMNITOR/USER further agrees to indemnify defend, and hold the City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust, and its officials, employees, agents, and volunteers against all liabilities which may be asserted by an employee, or former employee of the INDEMNITOR/USER, or any of its contractors as provided above, for which the INDEMNITOR/USER's liability to such employee or former employee would otherwise be limited to payments under workers' compensation or similar laws. In addition, the INDEMNITOR/USER understands, and agrees that except where caused by the negligence or misconduct of the City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust, and the City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust, and shall not be liable for any loss, injury, or damage to any personal property, or equipment of the INDEMNITOR/USER, its employees, agents, contractors, volunteers, or business invitees placed on City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust, and shall be at the risk of the INDEMNITOR/USER thereof. The indemnification shall survive termination of this permit/agreement.

Responsible for Damage: If the Premises or any portion thereof, or any structure attached thereto, or any equipment, fixture, or other item contained therein shall be destroyed, damaged, marred, altered, or physically changed during the Term in any manner whatsoever, then Indemnitor/user during the Term inany manner whatsoever, then Indemnitor/user shall be responsible. Indemnitor/user is to property care for all equipment entrusted to Indemnitor/user during the term of this Agreement and all such equipment so entrusted which is lost, stolen, or disappeared shall be the sole responsibility of Indemnitor/user and Indemnitor/User shall pay the full replacement cost thereof to City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust.

Ordinances and Regulations: Indemnitor/User shall comply with all applicable laws, statures and ordinances and al rules and requirements of the City of Miami and if applicable, Miami- Dade County, State of Florida and the United States government, as applicable, including, without limitation the City of Miami Films and Entertainment Guidelines and if applicable, as same may be amended from time to time. Indemnitor/user shall not admit to the Premises a larger number of persons than the total number designated by the appropriated City Department and if applicable the number that can safely and freely move about.

Insurance: Indemnitor/user shall, as a condition precedent to being allowed to conduct the Film/Shoot and Special Events hereunder, deliver to the City of Miami Office of Film and Entertainment, located at City of

Miami, 444 S.W. 2nd Ave. Miami FI., 33130 a certificate of insurance in accordance to the insurance requirements described in Exhibit A. It is understood and agreed that all coverage provided by the Indemnitor/User is primary to any insurance or self-insurance program the city has and the Indemnitor/User, and its insurance shall have no right of recovery or subrogation against the City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust. The City reserves the right to request copies of all insurance policies, including all applicable endorsements in connection with this agreement. Other Terms and conditions: The Indemnitor/User shall provide, at Indemnitor/User's sole cost and expense, off-duty City of Miami Police Officers and off-duty City of Miami Firefighters as required by the City of Miami Police and Fire Departments.

EXHIBIT A

INDEMNITY/USER AGREEMENT INSURANCE REQUIREMENTS

I. Commercial General Liability

A- Liits of Liability

Bodily Injury and Property Damage Liability

Each Occurrence $1,000,000

General Aggregate Limit $ 2,000,000

Personal and Adv. Injury $ 1,000,000

Products/Completed Operations $ 1,000,000

 

B- Endorsements Required City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust, and as an additional insured with respect to general liability and liquor liability Contingent and Contractual liability Premises and Operations Liability Primary Insurance Clause Endorsement Host Liquor Liability/Liquor Liability Additional Insured Endorsement must be provided.

II. Business Automobile Liability (If Applicable)

C- Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit Any Auto Including Hired, Borrowed or Non-Owned Autos Any One Accident $ 300,000 D- Endorsements Required City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust, and included as an Additional Insured

II. Worker's Compensation (If Applicable) Limits of Liability Statutory-State of Florida Employer's Liability

E- Limits of Liability

$100,000 for bodily injury caused by an accident, each accident

$100,000 for bodily injury caused by disease, each employee

$500,000 for bodily injury caused by disease, policy limit

III. Umbrella Liability (Excess Follow Form including liquor)

Note: The City and if applicable, reserves the right to require umbrella liability with limits acceptable to the City. User shall comply with this requirement when applicable, and further agrees list the City of Miami, Florida ("city") and it's instrumentalities, including, but not limited to Virginia Key Beach Park Trust, and as an additional insured on this coverage. The User also agrees to furnish the City with copies of all applicable policies and endorsements relative to the event in question within (10) days of such request.

The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance with policy provisions. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above:

The company must be rated no less than "A-" as to management, and no less than "Class V" a to Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Old wick, New Jersey, or its equivalent. All policies and /or certificates of insurance are subject to review and verification by Risk Management Department prior to insurance approval.

 

YOUR COOPERATION IN ADHERING TO THE FOLLOWING INSTRUCTIONS WILL ASSURE A SAFE AND SMOOTH EVENT. ALL VENDORS MUST COMPLY WITH ALL INSTRUCTIONS.

1. All food vendors licensed with the Division of Hotels and Restaurants shall provide a current legible copy of their state license to the inspector in order to be exempt from the license fee when inspected at this event.

2. All vendors must display their vendor permits on the dashboards of their vehicle when gaining access to display area.

3. All vendors will be required to unload their vehicles and park their cars or trucks off the site.

4.Vendors must display in a visible place at all times their vendor license. Vendors not permitted into the event site will be required to close down operations. The police will enforce this regulation. All vendors must close down at the time specified by the police.

5. Vendors who will be cooking (charcoal or propane) will be required to have in their possession at least a 5 lb. fire extinguisher with a Class A or B rating (A-K Class recommended This extinguisher must be in serviceable condition and will be checked by the Fire Inspectors assigned to the event. If no extinguishers are present, the vendor will be shut down until he/she obtains one. If cooking with oil or grease, a minimum 40 BC is required.

6.All cooking, charcoal or otherwise, will be conducted in an open area and precautions will be taken to protect the public from having any accidental contact with the cooking areas.

7. All stands or tables supporting cooking facilities will be of stable construction, so as to prevent any accidental knocking over by the public or vendors.

8. All sidewalk areas are to be kept clear of vendors.

9. All booths shall be set up just off the curb area.

10. No hot coals will be allowed to be dumped into any trash containers.

11. All hot coals will be extinguished by the vendors prior to leaving the area.

12. No glass containers are allowed for dispending beverages.

13. No dumping of fuel, cooking oils or grease is allowed on the street or sewerage area.

14. All vendors must bag their trash in durable plastic containers and must secure them properly to avoid spillage or breakage. Sanitation will pick up the trash bags at the end of the day.

15. All propane tanks, helium tanks or other upright tanks must be secured in a manner to prevent them from accidentally being knocked over. All helium tanks not being used shall have their caps in place.

16. No cooking will be allowed under tented areas or canopies, however, displayed foods and food preparation areas must have overhead protection.

17. Businesses operating must do so within the confines of their building and will not be allowed to block the sideway with tables or chairs.

18.Electrical connections (including extension cords) are subject to code requirements and may require approval by the Building Department's electrical division.

19. All extension cords used must be secured in a safe manner so as not to present a hazard to the public.'

20.Sneeze guard protection or a minimum two foot distance must be provided between ready-to-eat food, displayed food or hot, held foods and the public.

 

IT SHALL BE UNLAWFUL TO DRINK OR EAT FROM ANY OPEN GLASS OR OPEN METAL CONTAINER DURING CERTAIN OPEN-AIR, OUTDOOR, CULTURAL ARTS, PARK OR STREET FESTIVALS IN OR WITHIN THE TWO BLOCKS OF THE AUTHORIZED AREA FOR SUCH EVENT.

ITSHALL BE UNLAWFUL FOR OWNERS OR OPERATORS OF BUSINESS ESTABLISHMENTS OR VENDING STANDS LOCATED IN OR WITHIN TWO BLOCKS OF THE AREA AUTHORIZED FOR THE EVENT DESCRIBED BELOW KNOWINGLY TO ALLOW ANY PERSON TO LEAVE THE PREMISES CARRYING AN OPEN GLASS OR OPEN METAL CONTAINER IN THE CASE OF A BUSINESS ESTABLISHMENT OR TO SELL OR DISPENSE FOOD OR BEVERAGES IN GLASS OR METAL CONTAINERS IN THE CASE OF A VENDING STAND.

"OPEN GLASS CONTAINER" IS DEFINED IN THE ORDINANCE AS ANY RECEPTABLE MADE OF GLASS WHOSE SEAL HAS BEEN BROKEN OR WHOSE CONTENTS ARE EXPOSED TO THE AIR.

"OPEN METAL CONTAINER" IS DEFINED IN THE ORDINANCE AS ANY RECEPTABLE MADE OF METAL WHOSE SEALS HAS BEEN BROKEN, OR WHOSE CONTENTS ARE EXPOSED TO THE AIR.

EACH APPLICANT IS REQUIRED TO NOTIFY BY FIRST CLASS U.S. MAIL, RETURNED RECEIPT

REQUESTED, ALL OWNERS OR PROPERTY WITHIN 375 FEET OF THE PROPOSED EVENT AREA. AN AFFIDAVIT MUST BE SUBMITTED TO THE SPECIAL EVENT'S OFFICE THIRTY (30) DAYS PRIOR TO THE EVENT DATE.

ALCOHOL LICENSE INFORMATION

123 Alcohol License

Please be informed that if you are applying for a 123 you will need a letter from park approving the consumption of alcohol at any specific park. Then the applicant needs to submit the application to the City of Miami Zoning Department ten business days prior to the event. You will need to bring check, cash or credit card to pay for the application. After approval from the city, you will need to take you application to:

City of Miami Zoning Department:

444 NW 2nd Ave. 4th Floor

Miami Fla. 33150

(305) 416-1495

 

Florida Department of Revenue:

8175 NW 12 St #119

Doral Fla. 33126

(305) 470-5001

 

 

For payment at the city will be at the 4th floor from 8:00 to 4:30. Only Cash. Visa. Master Card and Checks,

After approval from Fla. Dept. of Revenue you will need to take your application to:

Department Alcohol and Tobacco:

8240 NW 52 Ave.

 

(305) 470-5001

Office Hours 8:00 to 5:00 (Application needs to be drop before 4:30) After receiving the License from Alcohol and Tobacco applicant needs to submit a copy to the City of Miami.

Alcohol License Extension

Applicant needs to fill out an application and apply with the City of Miami Zoning Department ten business days prior to the event. You will need to bring a check, cash or credit card to pay for the application. After approval from the City you will need to take your application to:

Department of Alcohol and Tobacco

8240 NW 56 Ave.

Doral Fla. 33126

(305)470-5001

After receiving the License from Alcohol and Tobacco applicant needs to submit a copy to the City of Miami.

CATERER LICENSE FOR BEER. WINE AND LIQUOR CONSUMPTION ON PREMISES

(13CT) Permits any caterer licensed by Hotels and Restaurants which derives at least 51% of its gross revenue from the service of food and non-alcoholic beverages to sell or serve alcoholic beverages for consumption on the premises of any catered event at which the licensee is also providing prepared food. (Does not permit the storage of alcoholic beverage